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User manual for Course memo

At latest at the start of a course, a course memo must be published on About course, at the page "Prepare and take course". Here you can find detailed instructions on how examiners, course coordinators and teachers, with the About course's administration tool and the function "Course memo", can create and publish course memos.

Under the heading "Create and publish a new course memo" below you will get detailed instructions on how you create and publish a course memo by using the course memo template in About course.

Under the heading "Upload and publish course memo in PDF-format" below you will get detailed instructions on how to upload and publish a course memo that you have created outside the tool at About course.

If you want to know more about what a course memo is and its purpose, see Course memo .

Create and publish a new course memo

  1. Log in to the administration tool in About course by searching for the course you want to create a course memo for, either through the Course and programme directory, Searche course  or through a link in your Personal menu. Click on the link "Administer About course". Click on the "Create, publish" button in the "Course memo" box. You will then end up on the page "Choose course offering".
  2. Choose course offering (step 1 of 3). Start by choosing which course offering your course memo should apply for. Choose course offering by choosing semester and then mark the administrative course instances that are included in the course offering. Usually, it is only one administrative course instance, but in many cases the course offering consists of two administrative course instances, e.g. one for degree programme students and one for students taking continuing professional education courses. Administrative course instances that already have an existing draft or a published course memo are not shown among elective administrative course instances. If there is a saved draft, you can also choose to continue editing this.
    Picture of the page Choose course offering
    Picture of the page Choose course offering
  3. Select an empty template or copy a previous course memo (continuing step 1 of 3). After you have chosen the administrative course instance(s), you must choose between starting from an empty KTH course memo template or a copy of a course memo from a previous course offering. For both alternatives, correct and updated content from the course syllabus and contacts will be retrieved from Kopps. Mark your selection and click "Edit".
  4. Edit course memo (step 2 of 3). Start by clicking on the link "Introduction and instructions" and read the information under "Get started quickly". More information about the different headings in the template can be found on the page The template and headings for course memo .
    Picture of the page Edit course memo
    Picture of the page Edit course memo
  5. Preview your course memo (step 3 of 3). When you click on "Preview", you end up on the page "Preview and publish". There you can proofread your course memo and see what it will look like once it has been published. If you want to change something, you can return to the "Edit course memo" page by clicking on "Edit".
    Picture of the page Preview and publish
    Picture of the page Preview and publish
  6. Publish your course memo (continuing step 3 of 3). Click the "Publish" button when you are satisfied with your course memo. A confirmation box will appear. Confirm the publishing by clicking on "Yes, publish". A confirmation that you have published your course memo is displayed, with a link to your published course memo. If you want to wait before publishing your course memo, choose "No, go back" instead.
Picture of the the confirmation text after publishing a course memo
Picture of the the confirmation text after publishing a course memo

7. Add a link to the course memo in the course room in Canvas, to make it easier for the student to find the course memo. 

Detailed description of the layout and support in the tool for creating course memo

Editing view and overview in the tool

Once you have chosen the course offering and clicked on "Edit", you will end up in the editing view for your course memo. In the edit view, you see that the tool contains a number of predefined headings that are grouped into five tabs. When you are in a tab, you will in the right column see an overview of which headings are included in that tab. If a crossed-out eye appears to the right of the title, it means that the title will not be included in the course memo when it is published. If no crossed-out eye is visible to the right of the title, it will be included in the course memo when it is published.

To get an overview of which headings are included in the five tabs, click on the "Preview" button, which can simplify things for you when you later work with the content in the various tabs. To return to the edit view, click the "Edit" button.

Navigation in the tool

Each heading in the overview in the right-hand column is a link. Click on the link to quickly navigate directly to the heading in the edit view.

You also navigate in the tool by using the buttons in the bar at the bottom of the page. The buttons will always be displayed in step 2. The list contains the "Choose course offering" button (which takes you back to the page where you select course offering and saved drafts), the "Save draft" button (which saves your changes in the course memo you are working on), the "Exit (save draft)" button (which saves your draft and takes you to the tool's home page) and finally the "Preview" button which takes you to the "Preview and publish" page.

Support in the tool

The image and text below will help you understand how to use the support provided in the tool.

Picture of the Editing view
Picture of the Editing view
  1. Information about heading. Click on the information icon to the right of each heading to get an explanation of the heading. The information also describes why the students need the information under the current heading. Finally, you also get an explanation of how to edit the content under the heading.
  2. Edit content under a heading. Edit the content under a heading by clicking the "Edit" button to the right of the heading. After clicking the button, "Show guidance" an editor where you can write and format the content will appear. In edit mode, the "Close edit mode" button is displayed. Click on it to exit edit mode.
  3. Show guidance for heading. Take part of explanations and tips by folding out "Show guidance". It explains what you could write under each heading and in some cases gives examples and links to more detailed information about the current heading.
  4. Text editor. Write and format the content under the heading in the editor. In the editor, you can, for example, change text to become a subheading, format bold and italics, create a table and lists. When you exit the editor, your content will be saved automatically.
  5. Include elective heading. You can choose whether you want to include certain headings in your course memo or not. Check "Include" to use an elective heading in your course memo. Uncheck "Include" if you do not want to use the heading.

Add your own heading 

At the bottom of each tab you can add your own heading by clicking on the "Add heading" button (1). Enter the title of your heading (2) and then the content under the heading. Once you have added your own heading, edit the content under the heading and include it in the same way as for other headings. You can delete your own added heading by clicking on the "Edit" button and in edit mode click on the "Remove added heading" button. It is not possible to add your own heading under the Contacts section.

Picture of how to create a heading
Picture of how to create a heading

Fixed headings that are "editable"

There are fixed headings (always included) where you can add additional text below the text already displayed from Kopps. Read more about different types of headings on the page The template and headings for course memo . Add additional text by clicking on the "Edit" button (1), enter your text and tick "Include additional section" (2) for the section to appear in your course memo.

Picture of how to add additional text under a fixed heading
Picture of how to add additional text under a fixed heading

Change published course memo

1. Log in to the administration tool in About course by searching for your course in the Course and programme directory or by using a link in your Personal menu. Click the "Change published" button in the "Course memo" box. You will then end up on the page "Choose course memo".

2. Choose course memo (step 1 of 3). Choose the course memo you want to edit in the list under the heading "Choose course memo". If any of the course memos listed has previously unpublished changes, it will appear as a message "(there are unpublished changes)" to the right of the course memo. Click the "Edit" button. You will then end up on the page "Edit course memo". To cancel, click the "Cancel" button. You will then end up on the start page of the administration tool.

Picture of the page Choose a course memo (in edit published )
Picture of the page Choose a course memo (in edit published)

3. Edit course memo (step 2 of 3). Here you edit the content of your published course memo. The tool will automatically retrieve information from the current course syllabus and the latest contact information for the course offering. A message will always appear at the top of the page stating that there are unpublished changes. You can use the link in the information message to restore the content to the same content as the most recently published course memo.

4. Describe changes made (continuing step 2 of 3). You must enter a comment on changes made under the heading "Made changes" before you can publish your course memo. The field is mandatory, but the comment will not appear in your course memo. Then click the "Preview" button. You will then end up on the page "Preview and publish". If you click on the "Select course memo" button, you return to the page where you select which course memo you want to edit. If you click on the "Cancel" button, your draft will be deleted, a confirmation box will appear where you can confirm the deletion or choose to continue editing your course memo.

Picture of the page Edit course memo (in edit published)
Picture of the page Edit course memo (in edit published)

5. Preview and publish (step 3 of 3). Click on "Preview" to end up on the page where you can preview your course memo and see what it will look like when it has been published on About course. Click the "Publish" button. A confirmation box will appear where you can either return to the "Preview and publish" page or confirm publishing. If you confirm publishing, a new version of your course memo will be published on the "Prepare and take course" page and you will end up on the start page of the administration tool. The previous version of your course memo will only be displayed on the "Archive" page.

Add additional administrative course instances to the course memo

1. Log in to the administration tool and select "Change published" under the box "Course memo". Select a published course memo or a draft. The "Add course instances" button is then displayed. Click on the button and select one or more administrative course instances that you want to link to your course memo. Then confirm the addition by clicking the Save button.

2. Publish your course memo. To do this, continue to step 2 (edit course memo) and step 3 (preview and publish) and then publish the current course memo. Only then the change will take effect.

Upload and publish course memo in PDF-format

By using the function "Upload or edit course memo as a PDF" you can upload and publish a course memo that you have created outside the tool in About course.

1. Log in to the Aboute course administration tool by searching for your course in the Course and programme directory. Click on the link "Administer Aboute course" to log in. Then click on the link "Upload or edit course memo as a PDF" link in the "Course memo" box. The "Choose course offering" page is then displayed.

2. Choose course offering (step 1 of 3). Start by choosing which course offering your course memo should apply to. Select a course offering by selecting a semester and then choose the administrative course instances that should be included in the course offering. Usually it is only one administrative course instance, but in many cases the course offering consists of two administrative course instances, e.g. one for degree programme students and one for students taking continuing professional education courses. The administrative course instances that already have an uploaded course memo as a PDF or a course memo created through the tool are marked with a text stating that a previous course memo exists. Click on the "Upload" button, you will then come to the "Upload course memo" page.

Picture of the page Choose course offering (upload alternative course memo)
Picture of the page Choose course offering (upload alternative course memo)

3. Upload course memo (step 2 of 3). Click the "Browse…" button to upload your course memo and then click the "Preview" button to get to step 3 (Preview and publish). If you want to go back to the page where you can choose which administrative course instances that are included in your course offering, click "Choose course offering". To cancel and return to the start page of the tool, click the "Cancel" button.

Picture of the page Upload course memo (upload alternative course memo)
Picture of the page Upload course memo (upload alternative course memo)

4. Preview and publish (Step 3 of 3). Preview what your course memo will look like once it has been published on the "Prepare and take course" page by clicking the "Preview" button. Then click on the "Publish" button to publish your course memo. A confirmation box will appear, confirm publishing or cancel. If you confirm publishing, you will be redirected to the start page of the tool. To return to the page where you upload your course memo, click on the "Upload" button. To cancel and return to the start page of the tool, click the "Cancel" button.

 Picture of the page Review and publish (alternative course memo)
Picture of the page Review and publish (alternative course memo)

5. Now your course memo has been published, and an information message in green is displayed. You have come to the start page of the tool. Your course memo is now displayed on the "Prepare and take course" page and on the "Archive" page.

6. Add a link to the course memo in the course room in Canvas, to make it easier for the student to find the course memo. To do this, you add a link to the subpage "Prepare and take course/Course memo" in About course.

7. If you want to change your published course memo, you use the same function as you used when you uploaded and created your course memo for the first time.  

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Belongs to: KTH Intranet
Last changed: Jun 15, 2022